Position	:	Administrative Assistant (Visa/ Protocol)
Level	:	SC-4
No. of posts	:	1 (One)
Duty Station	:	Dhaka Country Office
Duration	:	One year (with possibility of extension)
Contract	:	Service Contract (SC)

This position is under the direct supervision of the Administration Officer and overall guidance of the Head of Operations Support Section (OSS). The Administrative Assistant is responsible for the following duties:

• Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems;
  
• Extract, input, review for accuracy and file data from various sources;
  
• Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;
  
• Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement;
  
• Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;
  
• Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
  
• Make computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, statistics by providing basic analysis as requested;
  
• Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
  
• Draft routine correspondence related to the area of responsibility;
  
• Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;
  
• Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;
  
• Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested;
  
• Provide information related to the above functions and exchange a variety of statistical information;
  
• Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;
  
• Work as petty cash cashier;
  
• Set up, classify and maintain files;
  
• Brief/debrief staff members on issues relating to a variety of administrative areas, e.g. visas, licenses, security, documentation procedures and practices, administrative procedures etc.;
• Work as focal person for visa/protocol in country office;
  
• Provide administrative supports to international staff to issue/renewal/surrender customs passbook;
  
• Assist Administration Officer in MOSS compliance, safety and security of staff, their dependents, premises and assets;
  
• Assist international staff purchase/sell/transfer of ownership of personal cars;
  
• Provide assistance in arranging for meetings and workshops including, advising staff on suitable locations for the meetings, making preliminary bookings, liaising with the hotels and providing any administrative assistance required for the meeting e.g. availability of equipment and communication facilities at meeting venues;
  
• Assist in the preparation of office budgets on travel costs and maintain necessary
  budgetary control records;
  
• Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel;
  
• Perform other related duties as required.

Results Expected:
Well prepared, analytical work; well managed projects, programmes and/or operations.

Critical Success Factors:
Sound judgment; ability to extract, interpret, analyse and format data and to resolve operational problems. Ability to work with minimum of supervision; to supervise and train support staff; and to work effectively with people of different national and cultural backgrounds.

Minimum Qualification:

Education: Higher secondary school education with training in administrative field, preferably Bachelor’s degree in Public Administration, Business Administration or any related field.

Experience: At least three years of progressively responsible visa/protocol and general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field and at least one year at the G3 level or equivalent.

Language: Fluency in both written and oral English and Bangla.

Other Desirable Skills: Training and/or experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.

Submission of application:

Only candidates meeting the above requirements are requested to send their application quoting this vacancy announcement number and Post title along with one copy of “CV”, updated “Personal History Form” and “Summery of Candidate’s Profile” to:
Bangladesh_Vacancy_Announcement@wfp.org mentioning the position applied on the subject line by 08 March 2015. Incomplete applications will be disregarded. Only shortlisted candidates will be contacted. Any persuasion or attempt to persuasion will disqualify the candidature.

WFP is an equal opportunity employer.
Since women are underrepresented in WFP Bangladesh, qualified female candidates are strongly
encouraged to apply